Office Manager / Patient Coordinator

Job Description

Job Description

Title: Office Manager / Patient Coordinator

Warm with patients. Sharp with insurance. Fearless with collections. If that’s you, keep reading. IMPORTANT: Include a cover note with answers to the two questions below. Applications without a note will not be considered.

About Heem Health

Heem Health is a precision-focused chiropractic and wellness practice in Tustin, CA, led by Dr. Joe Park, a Certified Chiropractic Sports Practitioner with over 21 years of clinical experience. Our approach is diagnostic-first: using advanced tools such as in-motion DDR X-rays, acupuncture, and individualized care plans to uncover and address the root causes of pain and movement dysfunction.

Our patients are athletes, active professionals, and health-conscious individuals who invest in their well-being and expect a premium experience in return.

We’re Building Something Bigger

This is more than a job; it’s a foundation. Heem Health is designed for long-term growth, and we are looking for someone who wants to grow with us. As the practice expands, the right person will have the opportunity to step into a senior operational role and help shape what this company becomes. We believe great people build great clinics, and we reward loyalty, commitment, and excellence with real opportunity.

As Heem Health grows and additional team members are brought on, this role is expected to evolve into a supervisory and management position. The right candidate will have the opportunity to lead, mentor, and manage future staff, building the team culture from the ground up alongside Dr. Park.

Our Culture

We value professionalism, accountability, kindness, and calm under pressure. We believe great patient care starts with a healthy team. We understand that life happens, and we’re committed to building a team culture grounded in trust, mutual respect, and genuine care for one another.

No task is beneath anyone here. We show up, contribute wherever needed, and take pride in doing things the right way.

This Role Is For You If...

• You’re warm with people, and they feel it the moment you say hello
• You’re comfortable verifying insurance benefits and explaining coverage to patients clearly and confidently
• You can present a care plan, and collect a balance, and make both feel like a natural part of the conversation
• You show up the same way every day, dependable, consistent, and ready
• You take ownership without being asked. If something needs doing, you do it
• You’re loyal. You want to build something, not just fill a seat
• You have a “figure it out” attitude because you problem-solve, ask the right questions, and don’t get stuck
• You’re energized by community, and the idea of representing the practice at local networking events sounds exciting, not exhausting
• You come from a world where the experience is the product, such as with aesthetics, med spas, luxury hospitality, or boutique healthcare
• Bilingual in English and Spanish? We’d love that

What You'll Own

• Front office operations: scheduling, check-in/out, phones, and daily clinic flow
• Insurance verification: checking benefits and eligibility for patients before and at the time of service
• The patient financial relationship: presenting care plans, collecting balances, and following up on outstanding accounts professionally
• Patient enrollment: guiding new patients through the intake process from first call to first visit
• Records and documentation: accurate, organized, and consistently maintained
• Basic billing support: some knowledge is a plus; a genuine willingness to learn is required
• Clinic environment: restocking supplies, linen and laundry management, cleanliness, and general upkeep
• The standard: no task is beneath you here, and you take pride in that
• Practice management software: experience with ChiroTouch or similar EHR platforms is a plus and training will be provided for the right candidate
• Future team leadership: as additional staff are hired, this role will transition into a supervisory capacity, overseeing front-office team members and supporting their training and development

Schedule & Hours

• Monday – Thursday: 9:00 AM – 6:00 PM availability (final hours are still pending final confirmation)
• Friday: Hours vary by appointment volume as the schedule builds, so additional hours will be available
• Occasional weeknight availability for community outreach and networking events, compensated and scheduled with advance notice
• Guaranteed minimum: 30 hours/week with the expectation of growth as the practice grows
• On-site in Tustin, CA

Compensation & Benefits

• Hourly Rate: $28.85 - $31.25/Hour, depending on experience
• Classification: Non-exempt, Hourly, All overtime paid per California law
• Performance Bonus: Quarterly bonus tied to clinic volume (frequency may vary during the initial growth phase)
• 401(k): Offered in compliance with California law
• Paid Sick Leave: Provided in accordance with California law
• Paid Federal Holidays: 10 paid federal holidays per year (confirmed list provided upon hire)
• Health Insurance: Not currently offered, but will be introduced as the practice grows
• Paid Vacation: Not offered initially, but will be introduced as the practice grows
• Growth: For the right person who’s in it for the long term, this role offers a real path to senior leadership as the practice expands.

Physical Requirements

Must be able to remain active and on your feet throughout the clinic day and lift up to 50 lbs occasionally (office supplies, equipment, linens). Reasonable accommodations may be made for individuals with disabilities.

How To Apply

We want to know who you are. Submit your resume along with a brief cover note answering the following two questions:

1. Tell us about a time you successfully presented a service or handled a financial conversation with a patient or client. What made it work?
2. Describe a time you helped retain a patient or client who was on the fence about continuing care or services. What did you do?

Applications without a cover note will not be considered.

Heem Health is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. Additionally, the hiring process includes completing a background screen after a conditional job offer is made. Applicants with records will be considered in accordance with California law.